IBM Notes conversion to BOX

IBM Notes Conversion to BOX

Introduction

Lialis offers a fully automated Notes conversion solution to BOX. Essentially the Notes conversion creates a read-only dump of the Notes database views, forms and all Notes content (including attachments) in BOX.

 

How does it work?

Our Lotus Notes migration tool renders all the Notes views in the Notes database to PDF files in BOX.
The image below shows the output of a read-only Notes Teamroom database in BOX.
The typical Notes Teamroom views are displayed (‘By Category’, ‘By Author’, ‘All Documents’).

The above listed BOX PDF view files, that the migration tool renders, displays exactly the same information as in the original Notes view.
For instance; view content, columns, categories and response documents. Please see below image which displays the Notes Teamroom view By Category.

Lotus Notes conversion to BOX Notes documents renderd to PDF files

Of course the BOX PDF view allows the users to open the Notes document in BOX. When you click on the view the complete Notes form with all fields and layout is visible in BOX PDF.

Lotus Notes conversion to BOX Notes response structures renderd to PDF files

The second part of the form is displayed below.

Please note that in the above image files are visible both on the top of the page as well as on the original location in the Notes document.

Similarly, the Notes response document structure is visible in BOX. This is unique to our approach.

 

Box compared with SharePoint, Google Drive and File server

The table below displays the important differences between the different platforms related to our Notes database dump solution. SharePoint Online has a few advantages compared with the other platforms (highlighted in green).

BOX Drive SharePoint (online) Google Drive File Server
Notes view converted to the following file type PDF aspx (html) or PDF PDF PDF, HTML, MHT, XML
Does the converted Notes view allow column sorting? No No No No
Does the converted Notes view allow to expand and collapse sections? No Yes No No Yes, for HTML
Notes documents converted to the following file type PDF aspx (html) or PDF PDF PDF HTML, MHT, XML
Are Notes response documents supported? Yes Yes Yes Yes
When the search find a file can the user find the Notes document where the file is listed in? No Yes No No
How many Notes view columns can the output display. The room in the portrait PDF file is limited compared with a aspx file (html) Low High Low Low for PDF, High for HTML
Are Notes document links supported? Links inside the Notes database? Yes Yes Yes Yes
Are Notes document links supported? Links outside the Notes database? Yes Yes Yes Yes
How much data can the archive hold? Differs per license:

Digital Business Global Suite: 32 GB

Differs per license:

Max storage per site: 25 TB

 

Differs per license:

Business Plus: 5 TB

Limited to file server disk size, which is almost unlimited
Which type of file extensions may not be stored? Listing Any type of file Any type of file Any type of file
Which file extensions are supported by the preview? Listing (+/- 80) Listing (+/- 200) Listing (+/- 20) Only when the end user PC has the program to support the file type
Important platform limitations 400 character URL limit > link

Throttling when uploading lots a files

How good are the search facilities Provided by platform Provided by platform Provided by platform Not supported

 

What do we support?

  • We support any Notes database design
  • The Notes database dump to BOX is in read only format. No alternating of PDF file content in BOX (expand/collapse or column sorting)
  • We archive all Notes database content to BOX. This includes files and Notes form mock-up/layout
  • We convert all Notes views to PDF files. The hidden Notes views (system views) are skipped
  • We support renaming and removing of PDF view files
  • View PDF files are not dynamic. For instance, users can not alter column sorting or expand categories
  • We archive all attachments/files to BOX
  • We convert embedded OLE objects to attachments. However, we do not guarantee a 100% conversion rate. This is because we do not have all (old) supporting software used to create the OLE objects
  • We don’t archive embedded views on the Notes form. However, users can find the documents displayed in the view in the final archive
  • The Notes database may not exceed the maximum size of 64 GB enforced by Lotus Domino
  • We support Notes document parent child structures
  • We support Notes document links. So the link can link to Notes documents in the same Notes database. We even support Notes document linking to other Notes databases archived to BOX

Technical details

The beauty of our Lotus Notes migration tools for database archiving is that the archive process is automatic. We simply select the app Lotus Notes database and the BOX destination drive. Subsequently, the whole Lotus Notes Conversion process is taken care of by our conversion software running on a HCL Domino server R11.

We don’t have to spend time looking at the Notes form design, view columns, etc during the Lotus Domino Archiving. This is all taken care of by our conversion software.

IBM Notes database archiving to BOX is similar compared to our already existing solution that archives Notes databases to SharePoint (Online).

In this post we describe this Lotus Notes alternative to SharePoint archive solution should you be interested.

Conclusion

Many of the Notes users we come across in our Notes conversion projects have a need to keep historical Notes data for a financial or legal purpose. Companies simply don’t want to keep their Domino infrastructure in place just for these databases alone. As a result, they are looking for a low impact Lotus Domino archiving solution that offer end users easy access to data on alternative platforms in a format they recognize.

This is exactly what our migration factory does. It allows users to dump the original Notes database on several platforms such as SharePoint Online and now also on BOX.

Thanks to our automatic archive approach we can offer this service for a relatively low fixed price per Notes database.

Interested? Just hit the contact button so we can have chat.